Office Manager

Office Manager

About the Role

We are seeking a highly organized, detail-oriented Office Manager to serve as the operational backbone of our company. This is a high-trust position responsible for supporting accounting functions, payroll, field logistics, equipment coordination, and overall business operations.

The ideal candidate thrives in a fast-paced small company environment, can manage multiple priorities simultaneously, and remains calm under pressure. This role requires someone who takes ownership, solves problems proactively, and ensures critical operational details do not fall through the cracks.

Experience within construction, specialty contracting, or field service environments is strongly preferred.

Key Responsibilities

Accounting & Financial Administration

• Prepare and manage AIA pay applications (G702/G703)
• Process customer invoicing and billing
• Manage accounts receivable and collections
• Track project-related financial documentation
• Maintain accurate records within QuickBooks
• Assist with financial reporting and job cost tracking

Payroll Administration

• Collect and verify employee and field crew timesheets
• Process payroll accurately and on schedule
• Track employee expenses and reimbursements
• Ensure payroll records are maintained accurately

Field Operations & Logistics

• Coordinate travel arrangements for field personnel, including:
• • Hotels
  • Rental vehicles
  • Flights when necessary
• Support field teams with scheduling and logistical needs
• Serve as a communication liaison between office and field personnel

Equipment & Resource Coordination

• Source and reserve equipment including:
• • Lifts
  • Forklifts
  • Specialty construction equipment
• Coordinate equipment delivery and return schedules
• Track equipment availability and usage

Operational Support

• Maintain organization across multiple active projects
• Prioritize urgent operational needs while managing daily responsibilities
• Identify and resolve administrative and operational issues before they impact project execution
• Support leadership with process improvements and operational efficiencies

Qualifications

• Hands-on experience preparing AIA Pay Applications (G702/G703)
• Construction, specialty contractor, or field service industry experience
• Accounts receivable, invoicing, and collections experience
• Payroll processing experience
• QuickBooks proficiency
• Strong organizational and multitasking skills
• Excellent communication and problem-solving abilities

Preferred

• Understanding of project-based accounting
• Experience supporting field operations and traveling crews
• Familiarity with equipment rentals and vendor coordination

What Success Looks Like

• Pay applications are submitted accurately and on time
• Payroll is processed without errors
• Field crews have the travel, equipment, and support they need
• Invoices and collections are managed proactively
• Multiple moving pieces are coordinated efficiently without constant oversight